The 1099 tab, W-9s and reportable sub spend

What the 1099 tab is

Every subcontractor you pay $600 or more in a calendar year needs a 1099-NEC filed for them, and before you can file one you need their W-9 on file. The 1099 tab in the Subcontractor Analysis app turns that January scramble into a list you can work any week of the year: who has crossed the reporting threshold, whose W-9 you already hold, and whose you still need to chase.

Verinode does not prepare or file your 1099s, and this tab is not tax advice. What it does is keep the two facts that decide the work, how much you paid each sub and whether their W-9 is in hand, current as your invoices flow in, so the list you hand your bookkeeper in January is already complete.

The three statuses

Each sub on your roster lands in one of three buckets, and the tab sorts the ones needing action to the top:

• Missing W-9. Paid $600 or more this year, no W-9 on file. These are the subs to chase, ordered by how much you have paid them, because each one is a 1099 you cannot file yet.
• Ready. Paid $600 or more, W-9 on file. Nothing to do; they are on the January list and the paperwork is already in hand.
• Under $600. Below the reporting floor so far this year. No 1099 is due at this level, though a sub here can cross the line with one more job, which is why the tab is worth a glance each quarter rather than once a year.

Above the list, the tab totals the picture: how many subs need a 1099, how many of those are still missing a W-9, and the total reportable spend behind them.

Where the numbers come from

The paid amounts are the subcontractor cost lines on your jobs, the same figures the rest of the section reads, summed for the current calendar year by the date the cost was incurred. If no current-year invoices have flowed in yet, the tab falls back to each sub's all-time spend instead of showing an empty screen, and says so, so an early-January view still tells you who your reportable subs are likely to be. Once current-year invoices arrive, the view switches to the year's real numbers on its own.

That also means the list is only as complete as the invoices behind it. A sub you paid outside anything Verinode has seen will read low here; forwarding their invoices is what makes this tab trustworthy. See what a sub costs you, job by job for how those cost lines attach.

Getting a W-9 on file

There are two ways a sub's W-9 status turns green:

1. 1Forward the W-9 itself. When a completed Form W-9 reaches Verinode, from your inbox or an upload, it is recognized, attached to the sub, and the flag is set for you, with the document kept as the receipt behind it.
2. 2Mark it yourself. If the form lives in a filing cabinet or your accountant already holds it, the W-9 on file control on the sub's card (in the Compliance tab) records that with one tap.

When the flag was set by an ingested form, the sub's card shows the document behind it, so an auditor's "prove it" has an answer. When you set it by hand, Verinode takes your word for it; the flag is your record, not a judgment.

Data sources